Climate Investment Funds (Updated March 14, 2014) TRAVEL GUIDELINES This note outlines the travel guidelines for providing travel support to participants attending CIF Trust Fund Committee and Sub-Committee meetings and related events, including the CIF Partnership Forum. The CIF Administrative Unit (AU) supports the CIF Trust Fund Committees and Sub-Committees as well as other bodies of the CIF, taking into account paragraph 41 of the Rules of Procedure for meetings of the CTF and SCF Trust Fund Committees and relevant discussions of the Committees. Travel expenses are paid or reimbursed in accordance with World Bank travel policies and procedures. WHO IS ELIGIBLE FOR CIF PAYMENT OF HOTEL AND TRAVEL COSTS? CIF Trust Fund Committee and Sub-Committee Meetings CIF Trust Fund Committee and Sub-Committee members. For CIF Trust Fund Committee and Sub-Committee members, or their alternates, who represent countries which are eligible for funding from the International Development Association (IDA) or a regional development bank s equivalent (see agreed list annexed to these guidelines), CIF will pay for reasonable hotel and travel costs incurred for participating in any meeting of the Committee or the Sub-Committee of which the country representative is a member. If a Committee or Sub-Committee holds more than two meetings in person within a year, members from other eligible recipient countries may request the CIF Administrative Unit to pay hotel and travel costs to attend the additional meetings. Observers. Representatives of NGOs, indigenous peoples and the private sector selected by their constituencies to serve as active observers to CIF s Trust Fund Committees and Sub- Committees, will be provided with financing to cover reasonable hotel and travel costs for their participation in the meetings for which they were selected.
CIF Partnership Forum The CIF Administrative Unit has budgetary resources available to finance reasonable hotel and travel costs for the following: a) Government Representatives from CIF Pilot Countries. Two government representatives of a CIF pilot country attending the CIF s Partnership Forum. The CIF focal point should inform the Administrative Unit which representatives on the delegation should be funded. b) Government Representatives from non-pilot, IDA only countries. One government representative from any IDA-only or a regional development bank s equivalent (see list below), attending the CIF s Partnership Forum. The CIF focal point should inform the Administrative Unit which representative on the delegation should be funded. See further details below. c) CIF Trust Fund Committee and Sub-Committee members from IDA only countries. CIF Trust Fund Committee and Sub-Committee members, or their alternates, who represent countries which are eligible for funding from the International Development Association (IDA) or a regional development bank s equivalent. d) Observers. Selected observer representatives from NGOs, indigenous peoples and the private sector from developing countries, to CIF s Trust Fund Committees and Sub- Committees. WHAT COSTS ARE COVERED FOR ELIGIBLE PARTICIPANTS? The CIF will pay for travel, hotel, and transportation to and from the airport. In addition, a daily per diem will be provided for meals, tips, valet (MTV) unless meals are included in the hotel accommodation room rate or are provided during the official hours of the conference. Any other expenses, such as costs for visa, must be cleared by the CIF Administrative Unit before they are incurred. Airline ticket In accordance with World Bank s policies and procedures, travel is to be organized through the World Bank travel office which uses American Express as its agent. American Express will issue a ticket to the participant and charge the costs directly to the CIF Administrative Unit. Once a request for financial and travel assistance has been received by the CIF Administrative Unit, it will request American Express to contact the participant to make all the necessary arrangements.
Travel will be authorized for economy class travel, at the lowest cost that is available through American Express for a direct route from the participant s home to the site of the Forum and for the days required to attend the meeting or the Forum. Any changes that a participant may wish to make to the route or travel dates must be arranged by the participant who will be responsible for any additional costs. The CIF Administrative Unit will not be available to assist in changes to itineraries. If a participant prefers to purchase his/her own ticket, the participant should first seek confirmation from the CIF Administrative Unit that the cost of the ticket is no greater than the cost of a ticket that could be provided through American Express. In order for a decision to be rendered, the requested itinerary (i.e. dates, airlines flight number, routing) and cost of the ticket, should be provided to the CIF Administrative Unit so that reimbursement limit can be pre-approved. For reimbursement of the ticket cost, boarding passes, the original ticket and full banking details must be mailed to the CIF Administrative Unit after the meeting for reimbursement by electronic transfer. For travel to meetings and events, the class of travel is economy class at excursion fares where available. The only exception is for government Ministers, or representatives of equivalent status, to participate in the Partnership Forum. Business class travel for such representatives will be provided if requested in advance. Hotel accommodation The CIF Administrative Unit will arrange for hotel accommodation for eligible participants for the agreed number of nights necessary to attend the meetings. The CIF Administrative Unit will cover the actual cost of the accommodation, which includes the hotel room and any applicable taxes, and costs for hotel accommodation will be charged directly to the CIF Administrative Unit. Incidentals or additional nights beyond the agreed number of nights will not be covered by the CIF Administrative Unit and will have to be covered in full by the participant.
Airport transportation to/from hotel The CIF Administrative Unit will cover the costs for transportation to and from the airport in the city where the CIF meeting takes place, and to and from the airport and the home of the participant. Visa cost The CIF Administrative Unit may cover the cost of an entry visa. These costs must be approved in advance by the CIF Administrative Unit and may not include any travel or hotel costs associated with obtaining a visa. Per diem (MTV) A daily per diem is provided for meals, tips, valet (MTV) unless meals are included in the hotel room rate or provided during meeting hours at the conference facility. The MTV is calculated by the CIF Administrative Unit and based on the World Bank's MTV guidelines. PAYMENT AND REIMBURSEMENT OF COSTS Payment for airport transportation, visa and MTV will be made available to the participant during the meeting. Receipts for transportation and visa will be required. Reimbursement of airline tickets purchased by the participant will be made after the meeting and upon receipt of original airline ticket showing full costs paid.
List of Countries that meet criteria for IDA only or regional development bank s equivalent As of March 14, 2014 Afghanistan Ghana Nepal Angola Guinea Nicaragua Armenia Guinea-Bissau Niger Azerbaijan Guyana. Nigeria Bangladesh Haiti Rwanda Belarus Honduras Samoa Benin Kenya Sao Tome and Principe Bhutan Kiribati Senegal Bolivia, Plurinational State of Kosovo Sierra Leone Burkina Faso Kyrgyz Republic Somalia Burundi Laos, PDR South Sudan Cambodia Lesotho Solomon Islands Cameroon Liberia Sudan Madagascar Tajikistan Central African Republic Malawi Tanzania, United Rep Chad Maldives Togo Comoros Mali Tonga Congo, Democratic Republic. Marshall Islands - Turkmenistan of (formerly Zaire) Tuvalu Congo, Republic of. Micronesia, FS Uganda Cote D'Ivoire Mauritania Uzbekistan Djibouti Moldova Vanuatu Eritrea Mongolia Yemen, Republic of Ethiopia Mozambique - Zambia Gambia - Myanmar Georgia - Zimbabwe